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Best practices for cutting AP checks

  • 1.  Best practices for cutting AP checks

    Posted 12 days ago

    I tried searching prior discussions and posts but couldn't find any that really answered my question. Our current process is to create a basic batch and then manually select all checks to be paid. We use a physical folder to tell us what needs paid. 


    We're hoping there's a report that will tell us what we should be paying for a certain date and then a way to auto select those checks. We'd also like to get to a point the checks are already signed but am aware we may need a 3rd party add-on like Mekora (I'm not sure of the spelling).

    thanks, Josh Case



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    Josh Case
    Great Lakes Forest Products Inc
    Elkhart IN
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  • 2.  RE: Best practices for cutting AP checks

    TOP CONTRIBUTOR
    Posted 11 days ago
    ​GP has the ability to create a payment batch using the due date on the invoices. That's the only way to automatically select invoices for payment.

    Is there another date you'd want to use?

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    Charles Allen
    Senior Managing Consultant
    BKD Technologies
    Houston, TX
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  • 3.  RE: Best practices for cutting AP checks

    Posted 11 days ago
    Not another date but a "how to". I'm looking for how to select checks using discount and due dates rather than manually selecting each invoice individually.

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    Josh Case
    Great Lakes Forest Products Inc
    Elkhart IN
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  • 4.  RE: Best practices for cutting AP checks

    TOP CONTRIBUTOR
    Posted 11 days ago
    @Josh Case,

    Step 1: Make sure that all of your vendors have appropriate Payment Terms assigned to them. Otherwise the document date is assumed to be the due date.
    Step 2: Purchasing >> Transactions >> Build Payment Batch (might say Build Check Batch, depending on what version you are on).
    Step 3: Enter your Batch ID and then Add/save it when the Batch window pops up. The Batch window is where you select your posting date and your Checkbook.
    Step 4: Back at the Build window you will note the section in the middle where you can insert Restrictions. In the Select dropdown choose Due Date/Discount Date Cutoff.
    Step 5: In the Due Date Cutoff line just below that, choose what cutoff date you would like GP to use when it selects what invoices it will pay.
    Step 6: In the Discount Date Cutoff line just below that, choose what cutoff date you would like GP to use when it selects what invoices it will pay.
    Step 7: Make sure you insert those restrictions!
    Step 8: Complete the bottom section relating to how many Payments to produce (one per vendor, one per invoice or base it on the Vendor setting (a recent addition to the software), what to automatically apply, whether you want to take non-qualifying discounts, etc.
    Step 9: Click the Build button. When the build is complete you will see a total just below your Batch ID.
    Step 10: Click the Edit Payment (Check) Batch button on the bottom right and you will see what vendors are going to be paid and what invoices are included in each vendor's payment. You can alter GP's selections by checking additional boxes to include more invoices or un-checking boxes to not pay a particular invoice. Note: you need to touch on the vendor name on the left to be able to see the invoices that will be paid for that vendor in the box at the right.

    Once you have completed all of these steps and are happy with your selections you will click Print Payments (Checks) and you are on your way!

    In regard to having the signature on the check already it is true that you can purchase a 3rd Party product such as Mekorma (which brings a myriad of features along with it), but if you do not want to make that commitment you can turn your signature into a "picture" and then modify the check form in Report Writer to insert that picture in the area where the signature goes. Every check in every company that uses this format will get that signature. There are some work-arounds if you need a different signature in another company database, but that is more complicated than I would want to get into in this space. If you need that, contact me privately and I can explain what I did for one of my clients who needed this done.



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    Barbara Gavron
    Atlantic Beach / Jacksonville FL
    904-536-0129
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  • 5.  RE: Best practices for cutting AP checks

    Posted 11 days ago
    Is there a report that can be run before selecting checks or even after but before checks are printed to show what is due to be paid?  If I want to do a check run that includes everything due 12/10, is there a report that will show a list of invoices to be paid that could be compared to what was actually paid?

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    Josh Case
    Great Lakes Forest Products Inc
    Elkhart IN
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  • 6.  RE: Best practices for cutting AP checks

    TOP CONTRIBUTOR
    Posted 11 days ago
    @Josh Case,

    There is a preset smart list called Cash Requirements (Purchasing >> Payables Transactions >> Cash requirements) that you can run with the restrictions you want to use (i.e. Due Date is less than 12/11/19) that will tell you what documents will be included. ​

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    Barbara Gavron
    Atlantic Beach / Jacksonville FL
    904-536-0129
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  • 7.  RE: Best practices for cutting AP checks

    TOP CONTRIBUTOR
    Posted 7 days ago
    After you create you batch of checks to be printed, you can select PRINT from the batch screen and it will print a report showing what invoices as well as what credits will be included on the checks.

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    Thomas Hill
    Staff Accountant
    M&A Technology, Inc.
    Carrollton TX
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  • 8.  RE: Best practices for cutting AP checks

    Posted 6 days ago
    Good Morning Josh,

    Hope you had a great Thanksgiving! I can help you with that and would love to hop on a quick call to discuss your needs in a bit more detail. Do you have some availability this week?

    I look forward to hearing back from you,
    Thanks!
    Naomi

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    Naomi Olson – Business Development Executive
    -------------------------------------------------------------------------------------------------------
    8265 W. Sunset Blvd. Suite 207B, West Hollywood, CA 90046
    (888) 635-6762 Main
    (218) 220-5473 Direct
    naomi@mekorma.com





    Learn more about Mekorma Enhanced Electronic Payments
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